About the Vacancy
We are currently looking for a Head of Operations to support the work of the Green European Foundation (GEF). The successful candidate will lead a transversal unit overseeing finance, admin, office management, human resources, payroll as well as communications. We are looking for an experienced professional with management experience in political foundations, civil society or not for profit organisations.
The Operations unit is a transversal unit supporting the work of the organisation across finance, admin, office management, human resources, payroll, as well as overseeing the communications work. The Head of Operations reports to the Director and supervises the Finance and Admin Assistant, the Communications Assistant and the Office and Admin Intern.
Main Tasks
Finance Management
- Monitor the accounting, financial recording and payment tasks performed by the Finance Assistant
- Oversee the financial closing of the year, supervising the Finance and Admin Assistant, together with the Director and Treasurer
- Support the organisation in strategic budget decision making, including annual financial planning and implementation of the European Parliament Grant
- Support the Director in fundraising management
- Ensure coordination and clear communication around various financial deadlines throughout the year
Audit, Compliance and Grant Management
- Coordinate financial audits and reporting post-audit
- Oversee the end of year closure of accounts and liaise with external accountant
- Coordinate with external auditors appointed by the European Parliament
- Handle requests from and ensure timely communication with authorities (DG FINS and APPF), in collaboration with the Director and the Treasurer
- Oversee the annual European Parliament grant application process
- Oversee tender management processes
- Support the director with organisational risk mitigation strategies
Office, Human Resources and Admin Management
- Coordinate the office and administration work of the operations unit
- Oversee payroll and liaison with the social secretariat
- Oversee relationship with building manager (Mundo Madou)
- Oversee the contractual processes and support recruitment, onboarding and offboarding
People Management
- Oversee day-to-day line and team management responsibilities of the operations unit, offer guidance to team members, including feedback and mentoring
- Define responsibilities in the operations team, ensuring balanced workload distribution
- Ensure smooth transversal cooperation between all GEF units to strengthen operational functioning
- Supervise the Communications assistant, responding to communication needs across the organisation
Strategic Leadership and Vision
- Implement adjustments to continuously improve operations in GEF
- Support GEF staff with recurring financial training to increase the organisational capacities
- Implement and monitor policies and procedures to ensure compliance with legal, ethical, and organisational standards
What we are looking for
- Minimum 5 years of experience in similar roles
- Studies in finance, management, economic, political or social sciences or other relevant fields
- Proven record in corporate or not-for-profit budget, finance and audit management and legal oversight
- Proven record in human resources’ administration and legal management
- Minimum 3 years of people management experience
- Knowledge of accounting and finance management processes and tools
- Written and oral proficiency in English as well as French or Dutch
- High organisational and time management skills, attention to detail, ability to work under pressure and tight deadlines
- Strong analytical and problem-solving skills
- Technology-savvy, and good command of office software (MS Office, project management tools, etc.)
- Interpersonal skills and eagerness to work in a political and intercultural environment
- Proactive attitude and openness towards a variety of tasks
Desired
- Experience in communications
- Understanding of Belgian labour law, experience in payroll management and liaising with social secretariats
- Experience working in a European political party or foundation
- Experience in working in a membership-based organisation
What we offer
- A paid position, with a permanent duration contract (CDI under the Belgian employment framework)
- Competitive salary, based on GEF’s salary scale, with midpoint salary at 4500 EUR gross per month
- Food vouchers amounting to 8 EUR/worked day (with 0.91 EUR employee contribution/day)
- Full reimbursement of public transport in Belgium
- Paid mobile phone subscription through GEF’s phone bundle
- 150 EUR/month home office and internet allowance
- 250 EUR/year eco-vouchers
- Hospitalisation insurance for employees and their partners or families
- 2 extra holidays on top of the Belgian legal framework, plus the period between 24 December – 1 January
- 5 days of professional training days per year plus an individual training budget of 1000 EUR/year
- Flexible working time and hybrid office (two days per week teleworking, and up to 4 weeks per year teleworking from abroad)
Starting date: 1 September 2025 or sooner
Office location: Brussels, Belgium
Please find the full job description and vacancy listing here.
How to Apply
Interested candidates should apply by 17 June 2025, 23:59 (Brussels time), using this form. Please note that applications will be reviewed on a rolling basis – should we find the ideal candidate, the recruitment process may be closed sooner.
The application must include a current CV and a cover letter outlining the motivation for this position, both comprised in a single pdf document which includes the first and last name of the candidate in the document name.
Note: We are not against using AI tools, but we are trying to get to know you as a person, so please ensure that your application shows us who you are!
Compensation philosophy: Our salary scale consists of 4 salary categories. The Head of Unit role falls under category 3. For each category, a midpoint has been identified based on a salary benchmarking done at the end of 2024. The midpoint is the central value of the salary range for a given role or level. A candidate who fully meets the role requirements will be offered the midpoint salary. The starting salary may be up to 15% above or below this midpoint, depending on the candidate’s experience.
In case of questions, please send an e-mail to Eliza Popper, Deputy Director (ad-interim) at [email protected].
GEF is an equal opportunities employer: We are committed to non-discrimination, diversity, and inclusion. We invite candidates of all gender expressions, races, religious beliefs, ethnic/national origins, sexual orientation, age, marital status, disability and minority status to apply. This position is open to nationals of EU/EEA member states or Switzerland, and to non-EU nationals with the right to work in Belgium.